COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES

Week No: _2_,

2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

TOPIC Document Management System

ASSIGNMENT Discuss the following related to document management system

DIRECTION & 1. Distribution
REQUIREMENT/S 2. Security
(Identify the ILOs to be
assessed at the end of
3. Workflow
each requirement. 4. Searching
Include the rubric or 5. Reproduction
marking scheme for
each item/requirement.) 6. Collaboration
7. Publishing
8. Versioning
9. Indexing
10. Storage

ASSIGNMENT
OUTPUT

Topic Description

Each document's metadata is usually saved. The date the document

will be stored, as well as the identity of the user who will be storing it,
are examples of metadata. The DMS may also automatically extract
metadata from the document or prompt the user to enter metadata.
Some systems also do text extraction from electronic documents or
use optical character recognition on scanned images. The extracted
text can be used to help users find documents by indicating likely
keywords or giving full text search functionality, or it can be used
independently. Extracted text can be saved as part of the document's
metadata, preserved alongside the document, or saved independently
Metadata as a source for searching document collections.

Prepared By: Checked and Approved By:

1
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date
 COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES
Week No: _2_,
2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

Many document management systems attempt to integrate document

management functionality directly into other applications, allowing
users to retrieve existing documents from the document management
system repository, make changes, and save the changed document
back to the repository as a new version without having to leave the
Integration
application. An application programming interface (API) employing
open standards such as ODMA, LDAP, WebDAV, and SOAP or
RESTful web services is often accessible for a number of software
applications such as workflow management and content management
systems.

Accepting and processing images of paper documents from scanners

or multifunction printers is what capture is all about. Optical character
recognition (OCR) software is frequently used to turn digital photos
into machine-readable text, whether integrated into the hardware or as
Capture
stand-alone software. To extract the values of checkboxes or bubbles,
optical mark recognition (OMR) software is sometimes utilized.
Accepting electronic documents and other computer-based data may
be part of the capture process.

Before importing data into the DMS, data validation rules can check
for document failures, missing signatures, misspelled names, and
Data
other errors, offering real-time remedy alternatives. As part of data
validation
validation, additional processing in the form of harmonization and
data format changes may be applied.

Indexing is a method of keeping track of electronic documents.

Indexing may be as simple as keeping track of unique document
identifiers; but often it takes a more complex form, providing
classification through the documents' metadata or even through word
Indexing
indexes extracted from the documents' contents. The primary purpose
of indexing is to aid in the search and retrieval of data. The design of
an index topology or scheme is one of the most important aspects of
rapid retrieval.

Prepared By: Checked and Approved By:

2
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date
 COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES
Week No: _2_,
2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

Keep electronic documents safe. Document storage frequently

includes document management, such as where the documents are
Storage
stored, for how long, document migration from one storage medium to
another (hierarchical storage management), and document destruction.

The electronic papers should be retrieved from the storage. Although

accessing a specific document is a simple concept, it may be highly
complex and powerful in the electronic world. Allowing the user to
supply the unique document identification and having the system
utilize the basic index (or a non-indexed query on its data store) to get
the document can support simple retrieval of individual documents.
The user can specify partial search phrases containing the document
identifier and/or sections of the expected metadata for more flexible
Retrieval
retrieval. In most cases, this will produce a list of documents that
match the user's search keywords. Some systems allow you to specify
a Boolean expression with numerous keywords or example phrases
that are expected to appear in the document's content. This type of
query's retrieval may be aided by previously created indexes, or it may
require more time-consuming searches through the contents of the
documents to provide a list of potentially relevant documents.
Document retrieval is another term for retrieving documents.

A document that is suitable for distribution must be in an

unchangeable format. The document's original master copy is rarely
utilized for distribution; instead, an electronic link to the document is
more prevalent. Additional criteria must be met if a document is to be
Distribution
transmitted electronically in a regulated context, such as assurances of
traceability and versioning, even across different systems. If the
document's integrity is critical, this technique applies to both of the
systems by which it will be inter-exchanged.

Many document management applications require document security.

Security Depending on the type of document, compliance requirements for
certain papers might be fairly complex. In the United States, for
example, ISO 9001 and ISO 13485 standards, as well as Food and
Prepared By: Checked and Approved By:
3
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date
 COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES
Week No: _2_,
2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

Drug Administration requirements, define how the document control

process should be handled. A rights management module in a
document management system allows an administrator to restrict
access to documents depending on their kind to specific people or
groups of people. To prevent tampering or unintended usage,
document marking at the time of printing or PDF production is
critical.

Workflow is a complicated process, and some document management

systems include a workflow module or can interact with third-party
workflow management software. Workflows come in a variety of
shapes and sizes. The use of an electronic document management
system (EDMS) is determined by the environment in which it is used.
A user must see the document and pick who to deliver it to in a
manual procedure. An administrator can use rules-based workflow to
construct a rule that dictates how a document moves through an
organization: for example, an invoice may go through an approval
process before being sent to the accounts-payable department. In a
workflow process, dynamic rules allow for the creation of branches.
Entering an invoice amount, for example, and if the amount is less
than a given threshold, the invoice is routed through the organization
in different ways. While these rules are in effect, advanced workflow
Workflow mechanisms can change material or notify external activities.

Collaboration should be included into an EDMS from the start. In its

most basic form, a collaborative EDMS should allow an authorized
user to retrieve and work on documents. Other users should not be
able to access the document while it is being worked on. Other
advanced kinds of collaboration operate in real time, allowing
Collaboration
numerous users to simultaneously read and edit (or markup)
2
documents. The end product is a complete document that includes all
user contributions. Within document management systems,
collaboration means that each user's markups throughout the
collaboration session are logged, allowing document history to be
tracked.

Prepared By: Checked and Approved By:

4
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date
 COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES
Week No: _2_,
2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

Versioning is the practice of checking documents in and out of a

document management system, allowing users to go back to prior
versions and pick up where they left off. Versioning is important for
documents that change over time and need to be updated, yet it may
Versioning be required to refer to or go back to an earlier version.

Using template properties or a full word search, you may find

Searching documents and folders. Various qualities and document content can be
used to search for documents.

Federated This is the ability to expand search capabilities to include results from
search many sources, such as multiple DMSes within an organization.

Proofreading, peer or public review, authorizing, printing, and

approving are all steps in the publishing process. Taking these
measures ensures caution and logical reasoning. Any negligent
manipulation of the document may result in its inaccuracy, which may
mislead or irritate its users and readers. Some procedures must be
completed in law-regulated sectors, as indicated by their
accompanying signatures and the date(s) on which the document was
signed. For more details, consult ISO divisions ICS 01.140.40 and
35.240.30.

The published document should be in a format that is read-only or

Publishing portable but not easily edited without specialized knowledge or tools.

When it comes to document/image reproduction, a document

Hard copy
management system's supported output devices and reproduction
reproduction
capabilities should be taken into account.

Prepared By: Checked and Approved By:

5
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date
 COLLEGE OF ADMINISTRATIVE AND FINANCIAL SCIENCES
Week No: _2_,
2 tri 2020-2021
nd

Formative Assessment 1

COURSE CODE BSBI613 COURSE TITLE Document and Workflow Management

SECTION TIME DAYS ROOM
STUDENT NAME Ali haider ID NO. BH18500295 DATE

FACULTY/MARKER’S
FEEDBACK

Prepared By: Checked and Approved By:

6
DR. …….
Course Coordinator/Member DR. VISHWAS CHACKRANARAYAN DR. VINODH NATARAJAN DR. Marluna Urubio
Teacher Program Head Associate Dean College Dean
Date Date Date Date